1000—  4-15—  McC. 


New  York,  N.  Y.  Accounts 
^Commissioner 

[Miscellaneous  publications] 
A  report  on  Office  of  City  Clerk 
and  Board  of  Alderman*  Examination 


JR.  T 


1M!SC.  PUBS.} 

PW-2 


January  /I,     1910  to  September 
1914.     1915  / 


OFFICE  OF  CITY  CLERK 
AND  BOARD  OF  ALDERMEN 


EXAMINATION  AND  AUDIT 


FOR  THE   PERIOD  FROM 

January  1,  1910,  to  September  30,  1914 


BY 


LEONARD    M.    WALLSTEIN 

COMMISSIONER    OF 


ON 


OFFICE  OF  CITY  CLERK 
AND  BOARD   OF  ALDERMEN 


EXAMINATION  AND   AUDIT 


FOR   THE    PERIOD  FROM 

January  1,  1910,  to  September  30,  1914 


BY 
LEONARD    M.    WALLSTEIN 

COMMISSIONER    OF    ACCOUNTS 


CITY  OF  NEW  YORK 

OFFICE  OF  THE  COMMISSIONERS  OF  ACCOUNTS 
MUNICIPAL  BUILDING 


LEONARD  M.  WALLSTEIN 

COMMIS'IONE* 


February  13,  1915. 

HON.  JOHN  PUEROY  MITCHEL, 

Mayor. 

Sir: 

I  submit  herewith  the  results  of  an  examination  and  audit  of  the 
financial  transactions  of  the  office  of  the  City  Clerk  and  Board  of  Alder- 
men for  the  period  from  January  1,  1910,  to  September  30,  1914,  during 
which  period  P.  J.  Scully  was  the  City  Clerk. 

POWERS  AND  DUTIES: 

Under  charter  provisions  the  City  Clerk  also  serves  as  clerk  of  the 
Board  of  Aldermen  and  is  required  to  keep  specific  records  of  its  pro- 
ceedings and  to  perform  certain  duties  related  thereto.  He  is  made  the  cus- 
todian of  all  records  and  documents  belonging  to  The  City  of  New  York, 
except  as  otherwise  expressly  provided,  and  is  empowered  to  issue  certified 
copies  of  same.  He  also  is  authorized  to  issue  permits  for  signs,  licenses 
to  auctioneers  and  marriage  licenses.  For  these  services,  and  for  record- 
ing, certifying  and  filing  of  records,  documents,  etc.,  specified  fees  are 
collected.  For  the  performance  of  these  duties  in  each  of  the  boroughs 

3 


of  the  city  he  is  empowered  to  appoint  such  deputies  or  clerks  as  are 
necessary. 

The  following  is  a  list  of  the  licenses  and  permits  issued  by  the  City 
Clerk,  and  services  for  which  fees  are  charged  : 

Auctioneer's  license   $100.00 

Certificate  and  filing  fees .43 

$100.43 

Marriage  licenses  and  duplicates 1.00 

Marriage  license  searches — First  year .50 

Each  succeeding  year .10 

Sign  permits  (per  square  foot) .10 

Commissioner  of  deeds — Qualification  fee 5.00 

Certificates   .25 

Copies  (per  folio) .05 

Acknowledgments,  oaths,  affidavits  and  depositions .25 

Certificate  of  comparison  (per  folio) .05 

Certificate  of  signature .25 

City  surveyor's  certificate .25 

The  rates  of  fees  with  the  exception  of  marriage  licenses,  which  are 
regulated  by  the  State  law,  are  fixed  by  the  Board  of  Aldermen. 

In  addition  to  the  foregoing,  "hunters'  licenses"  are  issued  for 
account  of  the  State  of  New  York,  for  which  the  charges  are : 

State  Fee.  City  Fee. 

Resident  licenses $1.00 

Non-resident  licenses 20.00  .50 

Non-resident  taxpayers'  licenses 10.00  .50 

The  State  fees  are  remitted  monthly  to  the  County  Clerk  for  trans- 
mission to  the  State  Conservation  Commission.  All  other  fees  are  remitted 
monthly  to  the  City  Chamberlain. 


FINANCIAL  OPERATION  OF  OFFICE  OF  CITY  CLERK: 

The  receipts  of  the  office  for  the  period  under  review,  shown  in  detail 
in  Exhibit  "A"  hereto  attached,  were  as  follows: 

Year.  Amount. 

1910                                               $117,682.03 

19H  '                                       123,597.16 

1912"                                 133,770.63 

1913 143,555.75 

1914  (to  Sept.  30) 115,209.13 

$633,814.70 
Less:     Hunter's  license  fees  received  for  account  of  State 

Conservation  Commission 20,252.00 

Total  net  receipts $613,562.70 


The  cost  of  maintaining  the  office  for  the  same  period,  dis- 
closed by  an  analysis  of  the  total  expenditures  of  the  Office  of  the 
City  Clerk,  as  shown  in  Exhibit  "B,"  hereto  attached,  was  as 

follows : 

Printing, 
Stationery   Contin- 


Year. 
1910    

Salaries. 
.  .   $91,949.56 

and  Books. 
$3,017.43 
1,785.30 
2,342.47 
2,508.67 
1,568.75 
of  2  safes.  .  . 

gencies. 
$1,800.00 
1,550.00 
1,680.00 
1,926.16 
1,459.05 

Sundry. 

Totals. 
$96,766.99 
96,614.73 
102,825.30 
109,925.95 
84,103.28 

1911    

.  .     94,279.43 

1912    

.  .     98,802.83 

1913    

..   105,491.12 

1914(toSept. 

30)  79,985.48 
Purchase 
Moving  o 

375.00 
715.00 

ffice  

Totals    ...$470,508.42     $11,222.62     $8,415.21     $1,090.00     $491,236.25     $491,236.25 


Profit  of  operation  of  office  of  City  Clerk  for  the  period $122,326.45 


An  examination  of  the  records  of  the  City  Chamberlain  shows  that 
the  net  receipts  of  $613,562.70  were  duly  received  by  him,  and  the  remit- 
tances of  amounts  collected  for  "hunter's  licenses*'  were  verified  by 
receipts  from  the  County  Clerk  on  file. 

The  total  cost  of  maintenance  of  the  Board  of  Aldermen  and  City 
Clerk  for  the  period  under  review  is  set  forth  in  a  summary  of  appropria- 
tions, transfers  of  appropriations,  special  revenue  bonds  issued,  expendi- 
tures and  unexpended  balances,  hereto  attached  as  Exhibit  "B." 

All  unexpended  balances  existing  at  the  close  of  the  year  are  return- 
able to  the  general  fund  of  the  city. 

OFFICE  METHODS: 

The  number  of  marriage  licenses  issued  by  the  City  Clerk  in  each 
year  is  from  30,000  to  40,000.  The  present  method  of  procedure  employs 
a  loose  form  of  marriage  license  which  receives  a  consecutive  number 
when  issued,  and  there  is  no  record  of  the  number  of  such  licenses  issued 
other  than  a  slip  which  accompanies  the  return  of  the  daily  receipts  to 
the  cashier.  Owing  to  the  magnitude  of  these  transactions  the  license 
forms  should  be  consecutively  numbered  and  bound  in  stub  book  form. 
Similar  books  also  should  be  used  for  the  issue  of  duplicate  marriage 
licenses,  and  for  certificates  of  marriage  license  searches. 

Chapter  742,  section  16,  laws  of  1907,  provides  that  the  State  Board 
of  Health  shall  furnish  the  City  Clerk,  through  the  County  Clerk,  with 
blank  forms  for  marriage  licenses  and  certificates,  etc.,  but  no  provision 
is  stated  for  furnishing  them  in  bound  form. 

For  the  purpose  of  issuing  certificates  of  filing  with  County  Clerks 


and  Registers;  qualifications  and  certificates  to  commissioners  of  deeds, 
tertificates  of  comparisons  and  signatures;  records  of  copies;  acknowl- 
edgments, etc.,  there  is  used  a  style  of  book  forms  containing  two  coun- 
terfoils. In  the  use  of  these  books  a  hard  indelible  pencil  should  be 
employed  when  making  a  counterfoil,  as  the  present  method  of  using  pen 
and  ink  has,  in  many  cases,  left  counterfoils  wholly  illegible. 

INSPECTION  WORK: 

One  of  the  functions  of  the  City  Clerk  is  to  issue  permits  for  electric 
signs.  During  our  examination  we  were  informed  that,  during  1914,  two 
sergeants-at-arms  of  the  Board  of  Aldermen  were  detailed  to  inspect  and 
measure  such  signs;  and  that  they  discovered  many  signs  larger  than 
were  specified  in  permits,  and  signs  where  no  permits  had  been  issued, 
thereby  increasing  the  revenues  from  this  source  by  several  thousand 
dollars  during  a  period  of  about  nine  months. 

CARE  OF  RECORDS: 

In  addition  to  the  records  of  the  Board  of  Aldermen  and  those 
created  in  the  business  of  his  office,  the  City  Clerk  is  custodian  of  the 
old  and  valuable  records  and  documents  belonging  to  the  city.  The  room 
now  used  for  this  purpose  is  entirely  inadequate  for  the  proper  care  of 
the  books  and  records  of  the  office,  and  the  present  condition  is  somewhat 
chaotic.  Adequate  space  should  be  allotted  for  the  care  of  such  archives 
most  of  which  could  not  be  replaced. 

A  card  index  system  also  should  be  installed  to  facilitate  a  ready 
reference  to  the  records. 

Under  section  28  of  the  charter  the  records  in  the  custody  of  the  City 
Clerk  are  made  admissible  in  evidence  in  all  courts  and  places ;  and  they 
are  constantly  being  subpoenaed  in  legal  matters. 

RECOMMENDATIONS 

1.  That  the  State  Board  of  Health  be  requested  and  urged  to  furnish 
marriage  licenses  for  the  use  of  The  City  of  New  York  in  a  particular 
form,  to  wit :  That  they  should  be  bound  in  books,  each  license  form 
being  detachable  from  a  permanent  stub  designed  to  record  necessary 
record  information  as  to  the  issued  license ;  and  that  the  licenses  and 
their  stubs  be  consecutively  and  correspondingly  numbered  under 
yearly  series. 


Also  that  similar  stub-books  be  furnished  for  the  issue  of  dupli- 
cate marriage  licenses,  and  for  certificates  of  marriage  license 
searches. 

2.  That  the  services  of  sergeants-at-arms  of  the  Board  of  Aldermen  be 
utilized  to  make  continuous  inspection  service  as  to  electric  signs, 
their  compliance  with  permit  requirements,  etc. 

3.  That  effective  measures  be  taken  to  secure  suitable  and  sufficient  space 
for  the  care  of  the  records  of  the  Board  of  Aldermen  and  of  The  City 

of  New  York,  which  are  in  the  custody  of  the  City  Clerk. 

4.  That  a  card  index  system  be  installed  in  the  office  of  the  City  Clerk, 
whereby  all  records  and  documents  may  be  susceptible  of  a  ready 
reference. 

Respectfully  submitted, 

LEONARD  M.  WALLSTEIN, 

Commissioner  of  Accounts. 


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"  duplicates 
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EXHIBIT  "B" 

BOARD  OF  ALDERMEN  AND  CITY  CLERK 
SHOWING  COST  OF  MAINTENANCE  FOR  YEAR  1910 


Code  '  Amount  of 

No.         Title  of  Appropriation.  Appropriation. 

14  Salaries— General  Administration  $201,150.00 


Special 
Revenue 

Bond 
Issues. 

$330.67 


15  C 
16  S 
17  Ci 
18     ' 
19     ' 
20     ' 
21     ' 
22     ' 
23     ' 

onting 
ilaries 
ty  Cl 

encies- 
3  —  Pres 
ark,  Sa 

Co 

ident  of  Board  

2,500.00 
5,500.00 
19,450.00 
14,350.00 
1,500.00 
12,456.00 
2,000.00 

590.00 
9,775.00 
112.89 

aries  —  Manhattan.  . 
Marriage  Bur. 
The  Bronx.  . 
Brooklyn   ..  . 
Queens  

'  '18.09 

Richmond  .  . 
ntingencies  

1,500.00 
1,000.00 

29.18 
800.00 

Unexpended 

Expended.  Balance. 

$201,416.64          $64.03 

3,066.90  23.10 

11,963.43       3,311.57 

19,562.89     

14,350.00      

1,500.00     

12,474.09     

2,000.00      

1,529.18      

1,800.00      


Totals    $261,406.00 

Add: 

Supplies  from  City  Record: 


$11,655.83     $269,663.13     $3,398.70 


Stationery  4,477.23 

Books     673.98 

01    KQrt  Q-l 

Rental  of  offices  of  President  of 
Board  as  furnished  by  Sink- 
ing Fund  Commission  

2,603.35 

Total    cost   of   maintenance    for 
year  1910   

$293,857.39 

SHOWING  COST  OF  MAINTENANCE  FOR 

13  Salaries  —  General  Administration  $201,650.00       

YEAR  1911 

$201,503.27 

$146  73 

R.B.L.1D."           "                                               1,066.96 

1,046.71 

20  25 

"      IE."           "                      "                      700.00 

665.71 

34.29 

14  Contingenc's"                      "                       2,500.00       

1,725.70 

774.30 

15  Salaries  —  President  of  Board.  .  .  .       20,500.00       

20,229.42 

270.58 

16  Contingencies  "          "       "       ....         2,500.00       

2,013.10 

486.90 

17  City  Clerk,  Salaries  —  Manhattan.       19,700.00       

19,700.00      . 

R.B.L.1D  City  Clerk,                  "            1,486.95 

1,486.95      . 

18                                            Marriage  Bur    14,350.00       

14,350.00      . 

19                                            The  Bronx.         1,500.00       

1,500.00      . 

20                                            Brooklyn  .  .       12,452.00       
21                                            Queens                  2,000.00           

12,448.00 
2,000.00      . 

4.00 

22                                            Richmond            1  500  00             .... 

1,500.00      . 

23                               Contingencies                1  000  00              ... 

1,000.00      . 

R  B  L  2F                                                       700.00 

550.00 

150.00 

"      IB.    Clerk    to    Commission    on  . 
Revision  of  Names  of  Streets 
in   Brooklyn        500.00 

500.00      . 

"      1C.   Stenographer   to   Commis- 
sion on  Municipal  Autos                                         800.00 

800.00 

Totals    $279,652.00       $5,253.91 

$282,218.86     $ 

2,687.05 

Add: 
Supplies  from  City  Record: 
Printing  8,593.31 

Stationer/  3,069.53 
Books  1,700.45 

13  363  29 

Rental  of  offices  of  President  of 
Board  as  furnished  by  Sink- 
iner  Fund  Commission  .  . 

3,905.00 

Total    cost    of    maintenance 
year  1911  


for 


EXHIBIT  "B"—  (Continued) 

BOARD  OF  ALDERMEN  AND  CITY  CLERK 

SHOWING  COST  OF  MAINTENANCE  FOR  YEAR  1912 


Amount 
of  Appro- 
priation.    Transfers. 
.$203,950.00       


Special 
Revenue 
Bond 
Issues. 


Unex- 
pended 

Expended.  Balances. 
$202,796.17     $1,153.83 


Code. 

No.        Title  of  Appropriation. 
30  Salaries — Board  of  Aldermen. 

R.B.L.1H."  $1,397.22         1,397.19  .03 

2H."  500.00  500.00     

President  of   Board...     20,700.00       20,316.52          383.48 

City  Clerk— Manhattan     35,000.00       34,985.89  14.11 

R.B.L.1H."  "  350.00  350.00     

2G."  1,100.00         1,100.00     

The  Bronx       1,500.00       1,500.00     

34  Brooklyn..     14,300.00       14,300.00     

Queens   ..       2,000.00       2,000.00     

36  Richmond        1,500.00       1,500.00     

37  Supplies  and  materials,  Board  of 

Aldermen    750.00        150.00     878.30  31.70 

38  Supplies  and  materials,  President 

of    Board 150.00       126.50  23.50 

39  Supplies  and  materials,  City  Clerk          380.00        350.00     30.00 

40  Repairs   to    furniture,    etc.,    City 

Clerk    100.00       100.00     

41  Special  contract  obligations,  Pres- 

ident of   Board 400.00        100.00     260.31  39.69 

42  Telephone  service — Board  of  Al- 

dermen         1,400.00       1,358.10  41.90 

43  Telephone  service — President   of 

Board    700.00       430.88          269.12 

44  Contingencies— B'rd  of  Aldermen         200.00       125.45  74.55 

45  Pres.   of   Board..       1,250.00       985.93          264.07 

46  City    Clerk 1,220.00        400.00     1,620.00     

47  Purchase  of  furniture,  etc.,  City 

Clerk   300.00       60.00          240.00 

R.B.L.20  Stenographer,  Commission 

on  Taxicabs 500.00  499.98  .02 

R.B.L.19  Increase  in  salaries  of  Vice- 
Chairman  of  Board  of  Alder- 
men and  Chairman  of  Commit- 
tee on  Finance,  1912 2,966.72  2,966.72  

R.B.L.1F.  Salary,  Secretary  to  Chair- 
man of  Committee  on  Finance, 
March  5  to  December  31 1,233.87  1,233.87  

Expenses  of  Aldermanic  Committee 
on  Investigation  of  Police  De- 
partment    41,050.00  41,014.50  35.50 

Totals   $285,810.00  $49,097.81  $332,306.31     $2,601.50 

Add: 

Supplies  from  City  Record: 

Printing    8,414.19 

Stationery   3,496.97 

Books    3,185.11 

15,096.27 

Rental  of  office  of  President  of 
Board,  as  furnished  by  Sink- 
ing Fund  Commission 3,905.00 

Total   cost   of   maintenance   for 

yea-     1912 $351,307.68 


10 


EXHIBIT  "B"— (Continued) 

BOARD  OF  ALDERMEN  AND  CITY  CLERK 

SHOWING  COST  OP  MAINTENANCE  FOR  YEAR  1913 


Code. 
No.        Title  of  Appropriation. 
51  Salaries  —  Board  of  Aldermen  $ 
President  of  Board  
53                     City  Clerk,  Manhattan. 
54                        "        "      The-  Bronx. 
55                        "        "      Brooklyn  .  . 
56                        "        "      Queens  
"        "      Richmond  . 
58  Fees  and  commissions,  President 
of  Board    

Special 
Amount                       Revenue 
of  Appro-                          Bond 
priation.     Transfers.    Issues. 
212,400.00       
20,680.00       

Expended. 
5208,868.84 
20,638.49 
39,626.90 
1,500  00 

Unex- 
pended 
Balances. 
$3,531.16 
41.51 
173.10 

39,800.00       

1,500.00       

18,500.00        

18,416.13 
2,000.00 
1,500.00 

83.87 

2,000.00        
1,500.00        

900.00       

440.82 
625.00 

737.50 
624.32 

597.44 
1,872.84 

51.95 
31.45 
53.32 

1,365.04 
567.71 

14,996.95 

459.18 

59  Office  supplies,  B'rd  of  Aldermen. 
R.B.L.U.    Office   supplies,   Board   of 
Aldermen  

625.00        

750  00 

12.50 
5.68 

20.00 
.21 

60  Office  supplies,  President  of  B'rd 
61  General  plant  supplies,  Board  of 
Aldermen  

250.00        380.00      

100  00        517  44     

62  Office  supplies,  City  Clerk  

800.00     1,073.05     

63  Transportation,     expenses,     etc., 
Board  of  Aldermen  

100.00          48.05     

64  Carfares  —  President  of  Board.  .  .  . 
65  Keeping  records,  etc.,  City  Clerk. 
66  Telephone  service,  etc.,  Board  of 
Aldermen  

100.00          10.00     

58.55 
6.68 

133.48 
15.13 

3.05 

700.00        640.00     

1,391.00        107.52     

66%  Telephone  service,  President  of 
Board        

462  84        120.00      

R.B.L.20A  Committee  on  Buildings  — 
Expenses  of  revision  of  Building 
Code    

15,000.00 

Totals    $301,808.84  $1,499.96  $15,750.00  $314,514.70     $4,544.10 

Add: 

Supplies  from  City  Record: 

Printing    9,806.54 

Stationery   3,130.56 

Books    2,247.79 


Rental  of  office  of  President  of 
Board,  as  furnished  by  Sink- 
ing Fund  Commission 

Total  cost  of  maintenance  for 
year  1913 


15,184.89 


3,905.00 


$333,604.59 


11 


EXHIBIT  "B"— (Continued) 

BOARD  OF  ALDERMEN  AND  CITY  CLERK 

SHOWING  COST  OF  MAINTENANCE  FROM  JANUARY  1,  1914, 

TO  SEPTEMBER  30,  1914 

Special  Unexpended 

Amount                         Revenue  Balance 

£           rp..,                                              of  Appro-                          Bond  at  Sept. 

itle  of  Appropriation.            priation.     Transfers.    Issues.  Expended  30, 1914 

1  Salaries,  Board  of  Aldermen $212,400.00       $158  678  45  $53  721  55 

President  of  Board 20,680.00       14,971.86  5*70814 

t.B.L.22'^                                               $5,970.00  4,972.50  '991.50 

City  Clerk  63,300.00       47,207.98  16,092.02 

Fees   and   commissions, 

President  of  Board..          500.00       10597  39403 

5  Office  supplies,  B'rd  of  Aldermen          635.00       149.25  485  75 

President  of  B'rd          515.00        500.00     873  83  141 17 

City    Clerk 1,190.00        500.00     1,459.05  230.95 

Transportation 115.00       114  06  94 

12  Communication — Board  of  Alder- 

men     1,391.00        462.84      578.55  1,27529 

Communication— President  of  B'rd         462.84        462.84     ' 

14  Contingencies     30.00     5,094.00     ........  1,096.83  4,027.17 

R.B.L.  22A  Expense  of  moving  City 

Clerk's  office  to  new  quarters 715.00  715.00 

R.B.L.  IK  Purchase  of  2  safes,  City 

Clerk ,      375.00  375.00     

Totals    $301,218.84  $6,094.00     $7,060.00  $231,298.33  $83,074.51 

Add: 

Supplies  from  City  Record: 

Printing 17,213.03 

Stationery   1,879.03 

Books    294.14 

19,386.20 

Rental  of  office  of  President  of 
Board,  as  furnished  by  Sink- 
ing Fund  Commission 2,928.75 

Total    cost    of    maintenance    to 

September  30,  1914 $253,613.28 


SUMMARY  OF  EXPENDITURES 
JANUARY  1,  1910,  TO  SEPTEMBER  30,  1914 

(To  Sept.  30) 

1910.  1911.  1912.  1913.  1914.  Totals. 

From  Appropriation 

Accounts $261,406.00  $277,969.49  $283,244.05  $298,780.25  $225,235.83  $1,346,635.62 

From  Revenue  Bond 

49,062.26 


Issues  

Supplies  from   City 
Record: 

Printing    16,439.70 

Stationery 4,477.23 

Books     673.98 

Rental  of  offices  of 
President  of  B'rd 
of  Aldermen 2,603.35 


8,257.13    4,249.37 


15,734.45    6,062.50    83,365.71 


8,593.31 
3,069.53 
1,700.45 


8,414.19 
3,496.97 
3,185.11 


9,806.54 
3,130.56 
2,247.79 


17,213.03 

1,879.03 

294.14 


3,905.00    3,905.00    3,905.00    2,928.75 


60,466.77 

16,053.32 

8,101.47 


17,247.10 


Grand  totals..  .$293,857.39  $299,487.15  $351,307.58  $333,604.59  $253,613.28  $1,531,869.99 


12 


